Emergency Planning for Your Sky Phone System

• NOTE: This article is applicable to Sky customers only. If you are a MiCloud customer, to find information about routing calls, modifying call flow components, and setting up remote phones in the event of an emergency, see the Editing Call Routing Settings, Using the Visual Call Flow Editor, and Configuring Remote Phones articles.

RingCentral provides phone system features and options to help our customers prepare for emergencies and recover from disasters. Authorized Contacts and Users can manage their Sky phone system from any place in the world that has an Internet connection and a browser for logging into the Account Portal. RingCentral wants to make sure your team is prepared in the event that one or more of your office locations are closed and your users find themselves working remotely.

Emergency Recommendations

If employees are unable to physically reach their office, they have multiple options to adjust call routing to enable their Sky phone system to work remotely.

Forwarding Incoming Calls

Use the following instructions to forward all incoming calls to another phone number.

1. Log in to the Account Portal with your username (typically your business email address) and user password.
2. Do one of the following:
   • Authorized Contacts: Navigate to Phone System > Users.
   • End Users: Navigate to Home > Settings > Phone Settings.
3. Find the desired user's name in the Service/Phone Name column and select it.
   You can also right-click on the user and select the Phone Settings option.
4. Select the Call Routing tab and find the Call Routing area in the bottom half of the screen.
5. Click the current setting to the right of Always forward and click the drop-down arrow that appears to the left of the check mark.
6. Select Forward the call to from the drop-down menu.
7. Click the check mark on the right to save your selection.
8. Click the space to the right of Forward the call to and type the desired 10-digit phone number or extension. (For external numbers that are outside of your phone system, you must add a 1 before the desired 10-digit phone number.)
9. Click the check mark on the right to save the phone number.

For detailed instructions to manage all types of call forwarding options via the Account Portal or from your phone, see the Call Forwarding article.

Directing Incoming Calls to Your Company's Main Line Number to a Different Phone Number

Authorized Contacts can direct incoming calls to the company's main line number to a different phone number.

1. Log in to the Account Portal with your username (typically your business email address) and user password.
2. Navigate to Phone System > Call Flow Settings.
3. Search for and select (to highlight) the desired number main line phone number (Profile).
4. Change the Connects to options in the General Details panel.

NOTE: Before changing your Time of Day's normal processing, notate settings and changes so you can restore the normal settings when the emergency situation is over.

For more information, see the Main Line Phone Number section of the Call Flow Editor article.

Managing Your Company's Time of Day (TOD) Call Flow Component(s)

Authorized Contacts can manage company TOD call flow components.

1. Log in to the Account Portal with your username (typically your business email address) and user password.
2. Navigate to Phone System > Call Flow Settings.
3. Search for and select (to highlight) the desired Time of Day.
4. Select the Modes and Time Periods panels and adjust existing settings (to direct incoming calls based on your emergency needs).
   The following are several examples of adjusting the Time of Day for an emergency event:
   • Change the Connect to component setting to send calls to a different call flow component.
   • Change from Connect to to External Transfer to forward calls to a phone outside of the closed office.
   • Add a new Mode and associated Time Period to ccnnect to a different or new call flow component.
5. Optionally, if you need to enable a different Authorized Contact to manage Time of Day functionality, select the General Details panel to change the Controlled By person (type the name of the desired user in the Select profiles field next to Controlled by).

NOTE: Before changing your Time of Day's normal processing, notate all settings and changes so you can restore the normal settings when the emergency situation is over.

Switching Time of Day Modes in the Portal

Authorized Contacts can switch TOD modes.

1. Log in to the Account Portal with your username (typically your business email address) and user password.
2. Navigate to Home > Settings > Phone Settings.
3. In the Phone Settings screen that appears, select the Time of Day tab.
4. Modify the settings.

Switching Time of Day Modes on Your Phone

The following instructions are for using a Cisco phone. Note that Time of Day cannot be managed directly on a 400-series phone.

1. Press the Services (globe) button on your phone.
2. Select the Time of Day Controls button.
3. Select the desired component that you want to modify.
4. Use the up and down toggle button to select the mode you want to enable.
5. Press the Select soft key.
   You will now see an > arrow character next to the mode that is enabled.

For more information, see the Time of Day article.

Using Remote Phones

When preparing for emergencies, setting up phones for employees to work remotely is something that should be considered. For more information, see the Remote Phone article.